February 20th 2025
Contents
AGENDA
Opening and Mission Statement
- The regular monthly meeting of the MakeICT board of directors convenes on Thursday, February 20 at 7:00 pm in the MakeICT building.
- MakeICT is a 501(c)(3) charitable organization and is operated entirely by volunteers. It’s our mission to innovate, learn, and build community at the intersection of art, technology, science, and culture.
Board Members:
- President: Gretchen Koch - via zoom
- Vice President: Dean Day - via zoom
- Secretary: Paul Shackelford - via zoom and in person
- Treasurer: Aaron Grindstaff - via zoom
- Director at Large: Matthew Cleary - in person
- Director at Large: Eric Manda - via zoom and in person
- Director at Large: Aaron Norton - via zoom
- Director at Large: Serena Oden-Powers - via zoom
Absent:
Members:
- Andy T
- Piper Thomas
- James Lancaster
- Tessa Garlough-Jones
- Tony Reid
- LaDeana Dockery
Thanks and Recognition
Thanks and recognition go to:
- Those who continue to spread ice melt, shovel, and otherwise clean up after cold weather events.
- Rustin for running the Maker Monday presentation and setting up makerspace tours for the board.
Standing Items
(Items that are standardized as part of every board meeting)
Communications - Newsletter
The next newsletter will come out on March 1st. Please send blurbs to communications@makeict.org by February 23rd.
- Please send in current photos we can use anywhere (website, newsletter, social media, etc)!
- Teachers, please take pictures of your classes and send them to us.
- If anyone is interested in reviving member of the month, feel free to write it and send it in
First Thursday Board Workshop
The Board Workshop is an opportunity for members of MakeICT to get together and talk about plans and goals for MakeICT in an informal setting, outside of an official board meeting.
Details:
- Every First Thursday of the month
- Workshop to address issues from members 7-8pm
- Closed executive session as needed for the Board 8-9pm
Reminders:
- When leaving an area:
- Make sure all windows are closed and locked
- Turn off the lights (except if one room’s lights are left on for security reasons)
- Drain portable AC units (summer)
- Set heaters to 60 degrees (winter)
Area Reports
- Good turnout at the leads and chairs meeting this month. We will be trying to move it back to the first Maker Monday starting in March, so the next meeting is March 10th at 6pm.
- Multiple leads suggested we pursue Purge Week in the fall, and host items in the area they’re coming from as much as possible.
- Facilities has now completed the installation of LED lights in Room 1 and will soon finish Room 2 (thanks, snow and ice).
- Garden Area is getting a chip drop, will make sure it looks neat this time around.
- Tony Reid has volunteered to be Ceramics Lead.
- JaiPal Chauhan has volunteered to be Facilities Lead.
(Votes for both lead approvals below)
- Gallery show discussion to happen at March workshop
- Jewelry lab has new burnout oven
Rotary visit - April 7th around lunch time. We need to provide presentation and tours. ~30 people or less, they’ll cater. Rotarians can also visit GoCreate and Groover, they’ll just pick one. We’re confirmed for April 7– Gretchen put it on the calendar. Haven’t started on the presentation yet.
Treasurer’s Report
- At a Glance
- Income: 14000
- Normal expenses: 4000
- Utilities insight: 1200
- Instructor pay: 1100
- Area expenses: 1930
- Pex expenses: 1500
- Total expenses: 9730
- Cash Positive by: 4270
- More Classes and Colder weather Plus the start of buying LED Replacement bulbs.
- No unusual cost uptick, under budget for the monthly breakdown.
- Will be looking into clarification on policies with the Finance committee.
- Budgets to look at for Areas included Garden and Textiles For approval.
- Projects in Progress
- $3,500 spent of $6,000 from the Collins grant to improve ventilation in the metal shops and wood shops.
- Looking at Evergy rebate for changing fixtures to LED. Still working with them on it.
Approval of Previous Minutes
January 16th 2025 Board Meeting
Motion: Paul moves to approve the minutes as stated.
Seconded by: Eric
- Dean votes: Yes
- Paul votes: Yes
- Aaron G votes: Yes
- Matthew votes: Yes
- Aaron N votes: Yes
- Eric votes: Yes
- Serena votes: Yes
Result: Motion passes.
@DECISION: January 16th meeting minutes are approved.
Old Business
(Items brought up for discussion at a previous board meeting that haven’t been resolved, in order of priority)
New Business
(Items that haven’t yet been raised for discussion, in order of priority)
Key Form Revision
The key policy links to the current key application form, which was last updated in 2018. Since then, the requirement of six signatures has resulted in an assembly-line style signature session during the Q&A period of orientation that could otherwise be spent doing…Q&A.
Change 1: Let’s keep the “getting to know you” part and lose the “scrambling for signatures” part. That’s now reduced to 3 signatures– new member, board member, and security member.
Change 2: The other change is to list out areas and committees (and volunteering tasks) so new members can select where their interests lie, and where they want to help out. Currently the most common answer for volunteering is “whatever is needed,” so listing specific opportunities will better connect new members with the committees/area groups they want to join.
Link to proposed new key application form: 2.20 Proposed new key form
Motion: Paul moves to approve the new key form and adjust the key policy to agree with it.
Seconded by: Matthew
- Dean votes: Yes
- Paul votes: Yes
- Aaron G votes: (on mute)?
- Matthew votes: Yes
- Aaron N votes: Yes
- Eric votes: Yes
- Serena votes: Yes
Result: Motion passes.
@DECISION: New key form is approved and key policy will be adjusted to agree with it.
Areas and Committees Policy
Working copy at: Areas and Committees Policy https://docs.google.com/document/d/1G4JzCZBDR_6MjW8ZSxb_ioG53INNzeLd8UlKXyKbzCs/edit?usp=sharing
This policy will rename the current “Committees” wiki page (tagged as a policy) and provide guidance to those who seek or are in leadership positions at MakeICT. It has been discussed at the board workshop and leads and chairs meeting this month, so thanks to everyone who provided valuable input!
- Clearer expectations regarding rules for areas and how to enact them
- Guidance on how to deal with person issues
- Explicitly allows the idea of co-leads, or “committee by committee”
- After discussion, will table until next month to clarify and refine some things:
- Co-leads purchasing?
- Definition of a lead/co-lead/assistant lead
Approval of Facilities Lead
JaiPal Chauhan has volunteered to be the new lead for Facilities.
Motion: Paul moves to approve JaiPal Chauhan as Facilities lead.
Seconded by: Eric
- Dean votes: Yes
- Paul votes: Yes
- Aaron G votes: Yes
- Matthew votes: Yes
- Aaron N votes: Yes
- Eric votes: Yes
- Serena votes: Yeah
Result: Motion passes .
@DECISION: JaiPal Chauhan is new Facilities Lead.
Garden Budget 2025
Garden Projects https://docs.google.com/spreadsheets/d/1NIFvdkten8N_xCeuiJPBK5QK6_xNzW-F3z7M22Ksq-Y/edit?usp=sharing (2025 Budget tab)
Motion: Matthew moves to approve the 2025 Garden Budget as presented ($1,675), does not include hoop house repairs.
Seconded by: Serena
- Dean votes: Yes
- Paul votes: Yes
- Aaron G votes: Yes
- Matthew votes: Yes
- Aaron N votes: Yes
- Eric votes: (stepped out of room)
- Serena votes: Yes
Result: Motion passes.
@DECISION: Garden budget is approved.
Garden Plot Rental Agreement for 2025
https://docs.google.com/document/d/13m4_pIsDRCBcuTc8GtCTRfFNBAzqY2NZcjojSsaR1RE/edit?tab=t.0#heading=h.vvb92k7ctj4e Rental Agreement - 2025 (will need to copy this over to MakeICT google drive after approval)
Motion: Serena moves to approve the 2025 Garden Plot Rental Agreement as presented.
Seconded by: Paul
- Dean votes: Yes
- Paul votes: Yes
- Aaron G votes: Yes
- Matthew votes: Yes
- Aaron N votes: Yeah
- Eric votes: Abstain
- Serena votes: Yes
Result: Motion passes .
@DECISION: Garden plot rental agreement is approved.
Textiles Budget 2025
https://drive.google.com/file/d/1XScI_2BZoK5oaQoQnPc0WiY2T2Ar91Eb/view
Motion: Matthew moves to approve the 2025 Textiles Budget as presented.
Seconded by: Serena
- Dean votes: Yes
- Paul votes: Yes
- Aaron G votes: Yes
- Matthew votes: Yes
- Aaron N votes: Yes
- Eric votes: Yes
- Serena votes: Yes
Result: Motion passes.
@DECISION: Textiles budget is approved.
ERP Budget 2025
Motion: Matthew moves to approve the 2025 ERP Budget as presented.
Seconded by: Serena
- Dean votes: Yes again
- Paul votes: Yes
- Aaron G votes: Yes
- Matthew votes: Yes
- Aaron N votes: Yes
- Eric votes: Yes
- Serena votes: Yes
Result: Motion passes.
@DECISION: ERP budget is approved.
Scholarship
Motion: Matthew moves to approve a member scholarship for a term of three months.
Seconded by: Paul
- Dean votes: Yes
- Paul votes: Yes
- Aaron G votes: Yes
- Matthew votes: Yes!
- Aaron N votes: Yes
- Eric votes: Yes (quietly)
- Serena votes: Yes
Result: Motion passes.
@DECISION: Scholarship is approved.
Approval of Ceramics Lead
Tony Reid has volunteered to be the new lead for Ceramics.
Motion: Paul moves to approve Tony Reid as Ceramics lead.
'Seconded by:’ Eric
- Dean votes: Yes
- Paul votes: Yes
- Aaron G votes: Yes
- Matthew votes: Yes
- Aaron N votes:Yes
- Eric votes: Yes
- Serena votes: No
Result: Motion passes .
@DECISION: Tony Reid is Ceramics Lead.
Executive Session
Board entered into executive session to discuss a personal issue and scholarship.
Decision Summary
- @DECISION: January 16th meeting minutes are approved.
- @DECISION: New key form is approved and key policy will be adjusted to agree with it.
- @DECISION: JaiPal Chauhan is new Facilities Lead.
- @DECISION: Garden budget is approved.
- @DECISION: Garden plot rental agreement is approved.
- @DECISION: Textiles budget is approved.
- @DECISION: ERP budget is approved.
- @DECISION: Scholarship is approved.
- @DECISION: Tony Reid is Ceramics Lead.
Task Summary
- None
